Accounts Payable/Payments

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Paying Vendors

You will come to the Payments section to match up a supplier invoice with one or more purchase orders for one or more received shipments.

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The image shows outstanding invoices. These represent shipments that have been received and are due to be paid, as indicated by the $ icon to the right of each line.

You can elect to pay the invoice from this screen by clicking the $ icon..

Reversing a Payment

After a payment has been made to a supplier, there are circumstances where the payment may need to be reversed, for example:

1. When the supplier does not receive the cheque (due to its having been lost in the mail, for example).
2. When a payment has been accidentally entered twice (one payment must be reversed).
3. When the payment amount has been entered incorrectly (The incorrect payment is reversed and a correct payment entered).
4. When the payment has been issued from the wrong account.

Any payment can be reversed, whether it is a cash, cheque, or wire payment. Both cheques and wire payments need to be cleared (wire payments are treated as cheques)in the bank account. If the cash taken out of petty cash was accounted for incorrectly, you should be able to reverse the recorded payment.

When a payment is reversed, everything associated with that transaction is reversed. The payment is back in the bank account as a debit and back in the Supplier Ledger as a credit.

You can only reverse a cheque or wire transfer if it is outstanding. Once it has been cleared (see Bank Reconciliation [NOT YET DOCUMENTED?]), you cannot change it.

To reverse a payment in pERP, simply click the Reverse button on the payment list.

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Reversing a cheque means that the cheque number cannot be reused. Any report of cheques (such as a search for missing numbers or particular numbers) should show this as having been reversed. Any attempt to reuse that cheque number in a subsequent payment should bring an error message telling the user that the number has already been taken.